Exhibitor Rules and Regulations
Application for Booth Space
Reservations for space are to be made exclusively on the AAPI convention website (http://www.aapiconvention.org/). Each company will select their booths space online and they are available on a first-come, first-serve basis. The exhibit hall will be divided into different levels and sections according to the type of exhibit. Companies with similar products or services will be located in the appropriate section per the booth floor plan. Submission of payment does not guarantee exhibit space. AAPI reserves the right to make adjustments and modify exhibit space, if necessary.
Booth rental fees are payable by check, money order or credit card in US funds only. Contact the AAPI Office for wire transfer instructions if required.
- Payment in full is required in order to exhibit at the AAPI 2018 Convention.
- AAPI has the right to turn away any exhibitor or vendor.
- If the behavior does not meet with the standards of AAPI, the vendor will be removed from the exhibit floor and their money will NOT be refunded.
Cancellations must be made in writing to the AAPI Executive Office. Cancellations rules are shown below:
If cancelled on or before, by 12:00 Noon CST
Amount Deducted from your payments
- May 30th, 2018: $500.00
- June 15, 2018: $1,000.00 or 50% of the paid amount whichever is higher
- June 16, 2018 onward: No Refunds
Postmark by US Postal Authorities will be the determining factor.
Subletting: The exhibitor may not sublet, assign or apportion any part of the assigned exhibit space allotted without agreement by the Association.
Exhibitor agrees to have exhibit space staffed during all hours the exhibit hall is open. No one is allowed into the exhibit hall without an official convention badge (Absolutely no business cards will be allowed in the badge holder).
Special signs, booth construction apparatus, lighting fixtures, etc., will not be permitted to extend above eight feet or to exceed four feet from the back wall and one foot above the side rails. AAPI reserves the right to decline or prohibit entry of any exhibitors and to remove or eliminate any objectionable exhibits, persons, advertisements, souvenirs, or any other fixture or action which might harm or impair the high standards of AAPI and its convention at its discretion. There is a limit of two attendants per booth. AAPI, through its representatives, shall have full authority in the interpretation and enforcement of all Exhibit Rules and Regulations contained herein; and shall have full authority to make such amendments or further Exhibit Rules and Regulations hereto as it shall consider necessary for the proper conduct of the trade show. Exhibitors may appeal any decisions made by AAPI regarding the above Exhibit Rules and Regulations to AAPI’s Convention Chair, whose decision shall be final.
Installation & Dismantling Exhibits
To ensure a professional climate, all exhibitors must adhere to the specific set-up/teardown days and hours. Exhibitors are not permitted to dismantle or remove their display prior to the last day of the show without express written permission of AAPI Convention Chair and/or Columbus Convention Center. If AAPI approves that the exhibitor may dismantle or remove their display prior to the last day, the exhibitor will be moved and placed in the back of the exhibit hall. This is to ensure there will be no empty booths on the exhibit floor once the exhibitor has dismantled their exhibit. Children are not allowed on the exhibit floor during set-up and tear-down. If an exhibitor is not available during the set-up times, listed on the website, on Thursday for the walk through, they will forfeit their location and their booth. They will also be removed from the exhibit hall and their payment will not be refunded. There will be no exceptions.
Security personnel will be on duty during move-in and move-out. Security will also be provided during after show hours to cover the perimeter of the exhibit hall. AAPI is not responsible for stolen or lost items during the AAPI Convention or Exposition. If you have valuable items, exhibitors are encouraged to remove them each night or contract additional security services or have their products and materials insured.
Exhibit Hall Admission
Admission to the exhibit floor will be by official convention badge only. This applies to all exhibitors and any other personnel. A uniformed guard will check all badges. Additional booth staff passes are available for purchase via the online registration or at the registration desk onsite.
Exhibit Hall Standards
AAPI reserves the right to decline or prohibit any exhibit, to remove or eliminate any objectionable exhibits, person, advertisements, souvenir, or any other feature or action which might harm or impair the high standards of the convention at will. Canvassing or distributing advertising material beyond the exhibitor’s own booth is not permitted. Persons who are not exhibitors are prohibited from marketing within the Hotel. If this does occur, the Hotel security will confiscate all materials and ask the individual to leave the premises. If the individual does not leave willingly, the local authorities will be asked to intervene.
Labor & Union Regulations
Exhibitors are required to conform to the local labor regulations. If and when applicable, Union display personnel must handle special constructed displays; union electricians must install electrical fixtures. The services of these skilled trades are available as required. The official decorator company will provide you with more information via the Exhibitor Service Kit available on the AAPI convention website.
Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this agreement, in an amount not less than $2,000,000 combined Single Limit for personal injury and property damage. The Hotel, its owners and operator, shall be included in such policies as additional named insured’s. In addition, Exhibitor acknowledges that neither the Hotel its owners and operator, nor AAPI officials or its agents maintain insurance covering exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance insuring any losses by Exhibitor. Any exclusive or expensive property brought by exhibitors will have to be insured completely by the exhibitor at all times and locations. AAPI is not responsible for such property at any time and at any location. By agreeing to this terms and regulations indicate that the exhibitor/s understand this and have obtained such insurance.
Exhibit Hall Indemnification
Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the Hotel, and AAPI and each of their respective owners and operators, and each of the Hotel and AAPI’s respective parents, subsidiaries, affiliates, employees, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of AAPI and/or the Hotel and their respective employees and agents.
Hyatt and Greater Columbus Convention Property
It shall be agreed by the individual exhibitors that any contractors engaged for the purpose of installing and dismantling exhibits and equipment, that the Hotel shall be compensated for any expenses in repairing damages for handling or movement of such exhibits and equipment off the premises. Nothing shall be attached in any manner to the columns, walls, floor, ceilings or other parts of the building or furniture.
Written permission from AAPI Convention Chair is required for offering of premiums such as television sets, radios, etc. during the convention and on the exhibit floor.
Rules & Regulations
AAPI, through its representatives, shall have full authority in the interpretation and enforcement of all Exhibitor Rules and Regulations contained herein; and shall have full authority to make such amendments or further Exhibit Rules and Regulations hereto as it shall consider necessary for the proper conduct of the convention. AAPI reserves the right to alter location of exhibits and/or revoke paid exhibit space reservations at will in the interest of the convention. AAPI or its representatives cannot guarantee the number of visitors to the exhibits, sales of any merchandise or the number of registrants for the convention. Any exhibitor violating the rules and regulations will jeopardize its exhibitor status with AAPI and may not be allowed to exhibit at future AAPI conventions. Exhibitors may appeal any decisions made by AAPI and it’s representatives regarding the above Exhibit Rules and Regulations to AAPI’s Convention Chair, whose decision shall be final.
This Agreement contains the full and complete understanding of the Parties concerning the subjects contained herein and supersedes any and all prior written or oral agreements between the parties and cannot be amended except in writing signed by both parties. In entering into this Agreement, neither party has relied upon any statement, representation, warranty or agreement of the other party except for those expressly contained in this Agreement.
This is to certify that the undersigned has the legal authority to enter into this Agreement on behalf of your company, and agrees to the terms, rules and regulations under the arrangements as outlined herein, for 36th Annual AAPI Convention – July4th – 8th, 2018 in Columbus, Ohio.
AAPI agrees to abide by the arrangements as outlined herein to perform duties for the AAPI 2018 Convention.